How to Create and Manage Dependent Tasks

This article explains how to create and manage dependent tasks in Trovve, allowing you to establish clear task sequences and automate scheduling for follow-up work.

Understanding Dependent Tasks

Dependent tasks are tasks linked to one another in a sequential workflow. A dependent task cannot start until its parent task (the task it depends on) is completed. This feature helps you:

• Visualize Task Sequences: Clearly define the order in which tasks need to be completed.
• Automate Scheduling: Automatically calculate and update the start dates of follow-up tasks based on the completion of their parent tasks.
• Improve Workflow Management: Ensure that tasks are executed in the correct order, reducing delays and improving overall project efficiency.

1. Adding Task Dependencies

You can establish task dependencies from the Task Details view of the parent task.

Process:

1. Open the Task Details view of the task you want to set as the parent task.

2. Click the "Add" button within the Dependencies section.

3. Select the "Task starting next" option.

• When "Task starting next" is selected, a pop-up window will appear with the following:
  • A search field: Use this to find specific tasks within the current project.
  • A list of available tasks: This displays all tasks within the current project that can be set as dependencies.

Selection Rules:

When choosing tasks as dependencies, keep the following rules in mind:

• No Circular Dependencies: You cannot select a task that is already linked in the dependency tree, including the current parent task itself. This prevents creating circular loops where tasks are waiting for each other indefinitely.
• Active Tasks Only: Completed tasks cannot be selected as dependencies.

2. Creating New Dependent Tasks

You can create a new task that is automatically linked as a dependent task to the current parent task.

When creating a new dependent task, you will need to enter the following details:

• Task Name: A clear and concise name for the new task.
• Start Delay: The number of days after the parent task is completed before this new task should start.
• Duration: The estimated number of days required to complete this task.
• Assignee: The team member responsible for this task.

You also have the option to copy the following information from the parent task to the new dependent task:

• Task description
• Files and links
• Checklist
• Checklist description

3. Adding Existing Tasks as Dependencies

You can also link existing tasks within your project as dependent tasks to the current parent task.

When adding an existing task as a dependency, you will need to configure the following:

• Start Delay: The number of days after the parent task's completion before this existing task should start.
• Duration: The estimated number of days required to complete this task (this will pre-populate with the existing task's duration but can be adjusted).
• Assignee: The team member responsible for this task (this will pre-populate with the existing task's assignee but can be adjusted).

Important Note: When adding existing tasks as dependencies, the system prevents you from creating circular loops. You cannot set a task to come next if it is already part of the dependency chain preceding the current parent task.

4. Viewing Dependencies

After you've added dependent tasks to a parent task, you'll see them listed in the "Tasks Starting Next" section within the parent task's details.

For each dependent task, you'll see:

• Task Name: The title of the follow-up task.
• Days until start: This tells you when the task is expected to become active. It figures this out based on when the parent task is due (or completed) and any start delay you set.
• If the parent task has no due date yet: It will say "Waiting ⓘ" and explain that it will start a certain number of days after the parent is done.

• If the parent task's due date has already passed: It will tell you how many days late the dependent task should have started.

• If the parent task is due today or in the future: It will tell you how many days until the dependent task starts and give an estimated start date. If it starts today, it will say "Starts today".

• Completion status: Once the task is done, hovering here will show you when it was completed.

• Actions you can take:
• Unlink: Breaks the connection to the parent task. The dependent task stays as it is.
• Open Task: Takes you to the full details of the dependent task.
• Update: Lets you change the start delay, how long it will take, and who's assigned to it.
• Mark complete: Allows you to finish the dependent task.
• Delete task: Removes the dependent task entirely.

At the top of the dependent task list, you'll see a header that says "Part of [Parent Task Name]" and the current status of the parent task (like "Due Today" or "Late"). Clicking on the parent task's name will open its details.

Keep in mind that you can't pick a start date for dependent tasks yourself. Their start dates are automatically calculated based on the parent task.

Rules for Dependencies Management:

• Multiple Dependencies, Single Parent: A task can have multiple dependent tasks (child tasks) but can only be dependent on one parent task.
• Child Task Start Date Control: While a parent task is incomplete, the start date of its dependent tasks cannot be manually changed.
• Warning on Parent Completion: If you attempt to complete a task that has incomplete parent tasks, a warning message will appear: "The parent task has not been completed. Are you sure you want to complete it?"
• Cascading Completion: Confirming the completion of a task with incomplete parent tasks will treat all its predecessor (parent) tasks as completed and update the dependent tasks accordingly.

5. To-Do List Integration

Dependent tasks are seamlessly integrated into your To-Do list to help you manage your workload effectively.

• Waiting on Other Tasks: Tasks that are dependent on incomplete parent tasks will appear under the "Waiting on Other Tasks" section in your Upcoming list, located after any unscheduled tasks. You will not have the option to add these tasks to your "Today" view, and they will not appear in AI-suggested tasks for today.
• Automatic Updates After Parent Task Completion: Once a parent task is marked as complete, the following automatic updates occur for its dependent tasks:
• Zero Delay Tasks: Dependent tasks with a Start Delay of zero days will become immediately available and move to the appropriate section in your To-Do list (e.g., Today if the calculated start date is today).
• Tasks with Start Delay: Dependent tasks with a defined Start Delay will move from the "Waiting on Other Tasks" section to the appropriate section (Late, Due Today, or Upcoming) based on their calculated start date.

6. Notifications

You will receive a TrovveBot notification via Teams when a dependent task becomes active after its parent task is completed. This ensures you are promptly informed when a task you are assigned to is ready to begin, even if it has a future start date.

Notification Format:

• Message title: ✅ Dependent task now active
• Task Title: [Name of the dependent task]
• Start Date: [Calculated start date of the dependent task]
• Due Date: [Due date of the dependent task]
• Part of: [Name of the parent task]
• Project: [Name of the project]
• Location: To-Do section where it now appears (e.g., “Upcoming”) and Project Name
• Action Button: [Open Trovve]

By utilizing dependent tasks effectively, you can create structured workflows, automate scheduling, and ensure that your projects progress smoothly and efficiently.